Records

A Record provides the documentation that a Person has achieved a Requirement.  

It can represent a formal document, such as a license or a qualification. Alternatively, it can represent informal items such as an acknowledgement of skill or attendance at an event. 

Adding or deleting a record:

A Record can be added to two resources:

• Person
• Requirement

With either option, the documentation can be added in the Records tab of the Person or Requirement's individual page using the add icon. Records can also be deleted using the bin icon. 

The following information can be added when entering a record (the information in bold is required):

• Requirement or Person (which one will depend on where you are adding the record from) - the Requirement/Person for which you are providing evidence of attainment.
• Reference - e.g. License Number or course code.
• Notes - a place to document any other information relevant to the records
• Attained* - the date the documentation is valid from. By default JPAC uses the current date and time when a record is created, however, the user creating the record should ensure the actual date the requirement was attained is used.
• Expired* - The Expiry Date can be left blank, however this does not mean it is optional - a blank expiry explicitly indicates that the record does not expire. It should only ever be left empty in cases where a record stays current indefinitely. Failing to set an expiry date can result in false positives when calculating compliance for the person the record belongs to.
• Attachment - a PDF or image of the record document.

*JPAC uses these when calculating compliance.  

Advanced Concepts

Multiple current records for the same requirement:

It is possible for a person to have multiple records for the same requirement and for those records to have overlapping effective date ranges.  In these cases, JPAC uses the following rules when calculating compliance:

1. The Attainment Date must be in the past.
2. The Expiry Date must be in the future (including empty expiry dates).
3. If more than one record matches the above criteria, then the one most recently added is used. 

Lets look at an example:

Jane drives a company car and is assigned the Requirement for a driver's license.  When Jane receives her license renewal notification she organises her replacement and gets it a month before her current license expires.  The new license information is entered into JPAC the same day she gets the replacement. JPAC now has two records for Jane's license, the original which doesn't expire for another month, and the replacement.  So which record will JPAC use to calculate Jane's compliance?  Assuming the replacements license's Attainment Date is recorded as the date the license is received (or entered into JPAC) then this is the record that is used because it is the most recently added record of the two that cover the current date. If however, the replace was entered into JPAC with the Attainment Date set to date the original expired, then the original would be used up until it expired and the replacement became effective.